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Forms

Utilize Form actions in Moxo to effortlessly gather user responses, including short form answers and selections. Create custom forms to streamline the collection of client information, based on your specific processes. 


Creating Forms

To create a Form action, you can either build a Form template in the Content Library or build an ad-hoc form in a workspace. 

To build a Form in the Action Templates section:  

  1. Select Library from the top navigation bar.
  2. Click Action from the left tool bar under the Templates section.
  3. Click +Create on the right side of the screen.
  4. Select Form.
  5. Enter the details to describe your Form, including a required Title, an optional Description, and an optional Due Date. Then select Next.
  6. Now, build your Form using a variety of drag and drop Form elements. Click here to learn how to create a form using form elements.



  7. To preview your Form and visualize what users will see on mobile and web, select the ‘eye’ icon in the top bar. To go back, click Back.
  8. Once your Form is ready, click Next.
  9. Enter a required Form Template name and Location, as well as an optional Description.
  10. Then click Create to save your Form template in the Actions Templates section of the Library.

When starting a flow, use Workspace Variables to pre-fill form fields with data. For example, in a client onboarding flow, you can automatically populate the intake form with details from Workspace Variables, so the client doesn't have to enter the information manually. 

 

To build a Form in a Flow workspace and assign it:

  1. Click the ‘...’ in the Flow section of the workspace. 
  2. Click on Form from the drop down menu.
  3. Determine where you would like to add the Form action, then click +Add here accordingly.
  4. Here, you will see an option to select a New Form and build a form from scratch, or select a pre-built Form template from your Content Library. 
  5. Select New Form.
  6. Next, add your new Form details, such as a required Title, an optional Description, a Due Date, and one or Multiple Assignees to complete the form. Click Next.
    • You can add multiple assignees to collaborate on a form together. Only one assignee needs to click Submit. 
    • Assign the action to a Client Group, a Team, or an existing role. 
    • Once one assignee clicks Submit, the form is completed for all assignees.
    • Users can exclude weekends when setting due dates for actions. When enabled, weekends will be skipped in the calculation of due dates, ensuring that deadlines fall only on weekdays. 
  1. Enable the Require Preparation option under Additional Options, if required, to indicate whether the action needs preparation before proceeding. 

    Only one preparer can be assigned per action, and it must be an internal user. This feature is available for all action types, except Time Booking and third-party integration actions. 


  2. The Form Builder will appear. Build your new Form using form elements from the left panel, with the option to preview.
  3. Click Send when ready, and your new Form action will be added to the workspace.

All participants can view real-time updates and data entered by others. The form cannot be submitted until all required fields are completed.

Any user from the assigned group or team can take ownership of completing the action. Once one user completes the action, it will be completed for everyone.

You can assign an action to a role only when creating an instant flow workspace. 

 

 

To build a Form in a 1:1 or Group workspace: 

  1. Click the ‘+’ at the bottom of the Workspace.
  2. Click on Form from the pop up box.
  3. Determine where you would like to add the Form action, then click +Add here accordingly.
  4. Here, you will see an option to select a New Form to build a form from scratch, or select a pre-built Form template from your Content Library. 
  5. Select New Form.
  6. Next, add your new Form details, such as a required Title, an optional Description, a Due Date, and one or Multiple Assignees to complete the form. Click Next.
    • You can add multiple assignees to collaborate on a form together. Only one assignee needs to click Submit. 
    • Assign the action to a Client Group, Team, or an existing role.
    • Once one assignee clicks Submit, the form is completed for all assignees.
  1. The Form Builder will appear. Build your new Form using form elements from the left panel, with the option to preview.
  2. Click Send when ready, and your new Form action will be added to the workspace.

All participants can view real-time updates and data entered by others. The form cannot be submitted until all required fields are completed.

 

 

To build a Form from +New: 

  1. Click the ‘+New’ from the top navigation bar.
  2. Select Action from the menu box. 
  3. Select Workspace Type to add the Action to. 
    1. Existing Workspace
      1. Search for the Workspace by title.
      2. Click on the desired workspace.
      3. Click Next.
        1. If you have selected a Flow Workspace, select where to add the action in the Flow.
    2. New Workspace
      1. Select the new workspace type - either a Flow Workspace or Group Workspace if applicable to your Moxo plan.
      2. Title your workspace.
      3. Click Next to create new workspace and add the action.
    3. Then follow the steps to create the new action.


To use a pre-built Form template from your Content Library in a workspace:

  1. Follow steps 1-4 from the Action Templates section to begin adding a Form action to your workspace. 
  2. Then, you will see a list of the existing Form templates from your Content Library. Select one, and click Continue.
  3. Review your Form details and edit the Title if required. Add in an optional Description and Due date, and select one or Multiple Assignees.
    • You can add multiple assignees to collaborate on a form together. Only one assignee needs to click Submit. 
    • Assign the action to a Client Group, Team, or existing role.
    • Once one assignee clicks Submit, the form is completed for all assignees.
  1. Click Send Form and your Form action will be added to the workspace.


Form Considerations

When building your form, besides using form elements, there are other functionalities to explore and consider.

Conditional Logic

Setup conditional logic on form fields when building your Form. Create custom logic for specific fields to appear based on particular conditions. Based on the response from the assignee to a Field, conditional logic can present or hide options accordingly. 

Required Fields

Setting a Required Field will require users to fill out the field to complete the form. 

Protected Fields

By utilizing Protected Fields, the confidentiality of field content can be guaranteed. Only the assignee and the creator of the Form action will have access to view the input within the protected field.

Placeholder

Use Placeholders to Include sample responses in fields and guide assignees on the type of data to enter.

Autosave

Forms will autosave responses entered into fields. Any progress made on a Form will autosave when an assignee leaves the page before the Form is submitted.  

Data will only be moved from a Form to an E-Sign when creating a sequential Flow with Form completion step before E-sign step to use autofill fields.

Enabling Flow Branching 

To use alternative branches in a flow, a form action must be in the flow prior to where the alternative branch will be added. The form must be filled out and responses are selected accordingly to activate the alternative branches. The form most also include selection-based questions that precede the branching point in the flow. 

 

Assignee Experience

When a user is assigned a Form, they will find it in the Flow section of the workspace. Additionally, users will receive notifications whenever an action is assigned to them, and these notifications will appear in the chat section of the interaction panel.

To complete the Form: 

  1. Click on the Form and view the details.
  2. Type messages in the bottom bar to ask any questions or comment on the Form.
  3. Click on Fill out Form to complete the form.
    • You can either complete the form in one go, or click on Save for Later to resume completing the form at another time. This enables users to pause their work and pick back up where they left off. 
  4. Once done, click Submit.


Managing Forms

In any workspace, Internal Users have the ability to add, edit, or delete actions in the Flow. 

To edit a Form in the Flow: 

  1. Click on the Form you would like to edit.
  2. Click the ellipses ‘...’ icon, then click on Edit.
  3. Make any edits to the title, description, due date, and assignees if needed. Then click Next.
  4. Now, you can edit, add, or delete any fields within the Form. Then click Save. 

To save a Form built in a workspace as a Form template: 

  1. Click on the Form you would like to save as a Form template in the action library.
  2. Next, click the ellipses '...' icon. 
  3. Click on Save as Template.
  4. Enter your Form template title, an optional description, and a due date.
  5. Add, edit, or delete and fields within the Form. Then click Next.
  6. Enter a name to identify your Form template, and add an optional description. The Form template will be saved in the Action Templates section of the Library, unless another Location is selected.
  7. Then click Create, and the Form template will be saved in Action Templates.

To delete a Form from the Flow: 

  1. Simply click on the Form you are trying to delete in the Flow.
  2. Then click the ellipses ‘...’ icon. Here you will see options to Edit or Delete the action.

 

To reopen a Form from the Flow: 

  1. Click on the completed Form you would like reopen.
  2. Next, click the ellipses '...' icon. 
  3. Click on Reopen.
  4. Add, edit, or delete any action details. Then click Next.
  5. Add, edit or delete any questions within the Form. Then click Save.
    1. Action will be reopened and reassigned to the Assignee.